SACWIS Statewide User Group Meeting Statewide User Group Meeting

June 8 2010June 8 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

AgendaTresa Young

Agendabull Welcomebull Update on SACWIS Related PIs and Clearancesbull Project Prioritiesbull Monthly Visit Compliancebull Phase 1 Financial Roll Out Status Updatebull Upcoming Enhancements bull Preparing for Phase 2 Roll Out bull Data Fix Project Updatebull NYTD Update and Required ElementsReporting Time

Framebull CPOE 8 Update bull New Supreme Court Site Permanency Measure Reportsbull System Monitoring and Performance

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Update on SACWIS Related PIs and Clearances

Tresa Young

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-05

bull Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

bull Provides guidance to help States with SACWIS systems to maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects

bull Pilot documentation requirements included in statersquos APDU

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

AgendaTresa Young

Agendabull Welcomebull Update on SACWIS Related PIs and Clearancesbull Project Prioritiesbull Monthly Visit Compliancebull Phase 1 Financial Roll Out Status Updatebull Upcoming Enhancements bull Preparing for Phase 2 Roll Out bull Data Fix Project Updatebull NYTD Update and Required ElementsReporting Time

Framebull CPOE 8 Update bull New Supreme Court Site Permanency Measure Reportsbull System Monitoring and Performance

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Update on SACWIS Related PIs and Clearances

Tresa Young

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-05

bull Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

bull Provides guidance to help States with SACWIS systems to maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects

bull Pilot documentation requirements included in statersquos APDU

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

Agendabull Welcomebull Update on SACWIS Related PIs and Clearancesbull Project Prioritiesbull Monthly Visit Compliancebull Phase 1 Financial Roll Out Status Updatebull Upcoming Enhancements bull Preparing for Phase 2 Roll Out bull Data Fix Project Updatebull NYTD Update and Required ElementsReporting Time

Framebull CPOE 8 Update bull New Supreme Court Site Permanency Measure Reportsbull System Monitoring and Performance

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Update on SACWIS Related PIs and Clearances

Tresa Young

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-05

bull Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

bull Provides guidance to help States with SACWIS systems to maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects

bull Pilot documentation requirements included in statersquos APDU

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Update on SACWIS Related PIs and Clearances

Tresa Young

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-05

bull Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

bull Provides guidance to help States with SACWIS systems to maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects

bull Pilot documentation requirements included in statersquos APDU

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-05

bull Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

bull Provides guidance to help States with SACWIS systems to maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects

bull Pilot documentation requirements included in statersquos APDU

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-05 2 Issuance Date April 08 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) SACWIS Compliance Information Technology Demonstration Projects Child Welfare Demonstration Grants

PROGRAM INSTRUCTION

TO State Public Assistance Agencies State Information Technology Executives SACWIS Project Managers and Other Interested Parties

SUBJECT Guidelines for conducting pilots in a Statewide Automated Child Welfare Information System (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 Public Law (PL) 106-33 45 CFR 135552-53 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction ACYF-CB-PI-06-01 (issued February 16 2006) and ACYF-CB-PI-09-01 (issued January 9 2009))

PURPOSE This Program Instruction (PI) provides guidance to help States with SACWIS systems maintain compliance with SACWIS requirements while evaluating new child welfare business processes tools or information technologies through pilot projects The PI describes the documentation requirements States should follow when piloting innovative practices or techniques that may have implications for their SACWIS By providing the Division of State Systems (DSS) with documentation of pilot activities States can maintain SACWIS compliance during all pilot stages and as pilot innovations are incorporated into SACWIS or decommissioned The documentation is necessary for DSS to effectively exercise its fiduciary responsibility for activities and systems receiving Federal financial participation (FFP) at the SACWIS rate By submitting pilot documentation for DSS review States may avoid possible recoupment of Federal funds for duplicative automation costs and recoupment arising from the potential re-classification of a child welfare information system as non-SACWIS

For the purposes of this PI a pilot is a time-limited demonstration and evaluation of a child welfare business process tool or information technology that if adopted and implemented will affect SACWIS

1

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

compliance

OUTLINE The PI contains six sections titled

Section I Background Section II Pilots impact upon SACWIS compliance Section III Pilot plan documentation Business case Project plan Plans for process and outcome evaluations Dissemination plan Section IV Full-scale implementation or pilot decommissioning Section V Funding considerations Section VI Pilot submission and approval

DISCUSSION Section I Background The Childrenrsquos Bureau (CB) recognizes the dynamic nature of both child welfare practice and information systems technology and therefore encourages States to explore innovation and practice improvements in their child welfare programs and the supporting SACWIS applications CB recommends that both child welfare program and Information Technology (IT) innovations be tested before statewide implementation to ensure that program changes andor new technical approaches support program practice goals and are efficient economical and effective To encourage the development and testing of new practice models and IT tools that could support child welfare innovations CB provides States the flexibility to pilot new processes tools or information technologies without compromising SACWIS compliance This flexibility allows States to test the feasibility and effectiveness of new and innovative child welfare policies practices and tools without the risk of committing significant resources to enhance SACWIS functionality to support untested proposals This PI provides guidance so that States may test program practice innovations that will if incorporated into established State practice require automated support or implement new technologies without compromising the SACWIS-compliance status of their child welfare information systems and thereby continue to claim SACWIS level funding for their systems Section II Pilots impact upon SACWIS compliance As noted under the Purpose heading this guidance in this PI is only applicable to pilots that if adopted and implemented will affect SACWIS compliance Pilots that could potentially affect SACWIS compliance include the following 1 A demonstration and evaluation of a new IT tool or platform For

2

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

example a State may pilot handheld mobile devices to support home visits or scanning of court documents Or a State may want to evaluate the advantages of moving from a clientserver platform to a browser-enabled environment To test this concept the State may re-program one SACWIS module such as the foster home licensing functionality using web-based tools

2 A demonstration and evaluation of a child welfare process or tool Examples include pilots of a new risk assessment tool a new case plan establishing a private case management provider in a county or region or testing alternative response procedures IT support for the process or tool may or may not be integrated into the pilot

Such initiatives could affect SACWIS compliance A child welfare information system must meet SACWIS requirements1 and be ldquoa comprehensive system which is effective and efficient to improve the program management and administration of the State plans for titles IV-B and IV-Ehelliprdquo2 in order to be SACWIS compliant States are encouraged to carefully assess the long-term impact of any pilots upon SACWIS compliance and consult with DSS to determine if the documentation described below should be submitted to ensure uninterrupted SACWIS level funding We emphasize that even pilots without integrated IT support can affect SACWIS compliance If for example a State were to pilot a new risk assessment tool by having workers complete hardcopy versions of the risk assessment SACWIS compliance would be affected if the process were adopted statewide as this new child welfare business process must be incorporated into the system in order for the system to be compliant with Federal SACWIS requirements Section III Pilot plan documentation By submitting proper pilot plan documentation DSS can assess a pilotrsquos impact on SACWIS compliance and provide guidance to ensure a State maintains its compliance and thereby continues to qualify for the additional FFP available for a SACWIS system To avoid compromising the Statersquos SACWIS compliance the State must submit a plan to DSS that includes the following components Business case The plan must include a business case for the pilot The business case must include an overview that provides the reasons the State plans to embark on the pilot

1 SACWIS requirements are outlined in 45 CFR 135552-53 and ACF-OISM-001 Part IV 2 45 CFR 135553(a)

3

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

The reasons a State might undertake a pilot include (but are not limited to)bull evaluating an approach to address a Federal statutory or regulatory

requirement bull evaluating an approach to address a new program or practice model

being implemented by the State bull evaluating a new automated support strategy for agency business

practices bull testing new technology to meet a current need bull testing a new evidence-based service delivery model bull evaluating a method to address an identified problem or bull providing automated support for a child welfare demonstration project The business case should cite authorities and references as appropriate For example if the genesis of the pilot is the need to comply with a Federal regulation or State mandate or to support an approved child welfare demonstration project the business case should cite the applicable Federal regulation State statute or child welfare demonstration project grant number If the pilot is intended to implement an evidence-based service model the State should describe the expected outcomes We note that if the enhancements are designed to support a CB-approved child welfare demonstration project only the grant number and a brief summary of the approved project is needed since DSS can access detailed information via the grant number The business case must define project goals the expected benefits (whether quantifiable or qualitative) and outline the criteria for determining the success of the pilot The factors used to determine success of the pilot may not include the investment in the pilot infrastructure A feasibility study is not required for the business case feasibility will be addressed in the pilot process evaluation stage

The business case must describe any planned automated support for the pilot and if applicable describe other IT alternatives considered to support the pilot and the rationale for the preferred alternative The described automated support is not required to conform to SACWIS requirements to be approved as a pilot However we remind States that if the pilot is successful and adopted the SACWIS must be enhanced to support the new approach in accordance with applicable SACWIS requirements Thereforethe business case must describe the expected impact an adopted pilot would have upon SACWIS A State will submit an Advance Planning Document (APD) for these changes in accordance with Federal regulations3 only if the pilot is successful and the State moves to full adoption

3 45 CFR 95 ndash Subpart F

4

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

Project plan The State must provide a project plan to describe any planned automated support and related training for the pilot The project plan should include the schedule resources needed milestones and completion dates and the total costs of the automated support The plan should include brief narratives describing each automated support task The project plan should also describe how the pilot and any automated support will be evaluated and success measured Again the investment in automated tools and equipment may not be used as a factor in the evaluation of the success of the pilot If the State has an open APD the State must integrate this project plan into the larger SACWIS project plan The project plan should discuss this integration and the estimated impact of the pilot on the project and the pilot schedule Since States with a closed APD do not regularly submit a SACWIS project plan to DSS these States do not have to demonstrate the integration of the pilot project plan into the SACWIS project plan Plans for process and outcome evaluations CB encourages replication of successful projects and information sharing about all successful and unsuccessful projects so that other child welfare agencies may leverage the experience benefits and lessons learned of pilots Therefore to support efforts by other States interested in similar programmatic or technical innovations States must conduct process and outcome evaluations of their pilots The evaluations are also required in order to support continued enhanced SACWIS funding For the process evaluation States must maintain a history of project steps activities decisions and lessons learned and conduct an analysis of the pilot implementation process to aid other jurisdictions seeking to replicate or implement similar innovative projects This should include a description of the pilotrsquos operational conditions environment or circumstances to help other jurisdictions assess if the pilot is transferable or applicable to their situation The process evaluation must include an assessment of the feasibility of full implementation given the Statersquos environment States must conduct an outcome evaluation to assess if the pilot met intended goals and pre-defined criteria of success States proposing pilots must specify measures or criteria to determine if the pilot met or exceeded the goals defined in the business case Plans for both evaluations must be submitted to CB At the conclusion of the pilot the completed process and outcome evaluations must be submitted to CB

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

Dissemination plan States must include a plan for maintaining process and outcome evaluation documentation for all pilots so that this documentation is readily available and may be easily disseminated to other jurisdictions

Section IV Full-scale implementation or pilot decommissioning At the conclusion of the pilot period States are expected to either fully implement SACWIS compliant IT support or decommission the pilot A pilot that will not be fully implemented must be decommissioned within a timeframe proposed by the State and approved by CB If the pilot is not implemented in the SACWIS or decommissioned CB may determine the SACWIS to be noncompliant with Federal requirements and classify the projectrsquos operational costs as non-SACWIS4 However CB acknowledges that experience gained and data gathered during the pilot implementation and evaluation phases could lead States to adjust the pilot schedule and eventual full-scale implementation of successful pilots or decommissioning of unsuccessful pilots Schedule modifications must be reported to CB in the APD or for those States with a closed APD via a letter to this office accompanied by supporting documentation

Section V Funding considerations Pilot IT costs are not eligible for SACWIS funding Pilot IT costs may be funded under the terms of a Statersquos child welfare demonstration project such pilots cannot request additional FFP for IT support Otherwise States may request administrative cost reimbursement from the applicable funding sources by following the guidance in this PI and the APD regulations5

Once a State moves to implement the piloted innovations in the SACWIS the costs to enhance and integrate the automated support into the SACWIS should be eligible for title IV-E SACWIS funding The State should document the costs and report progress on this effort via the APD process Section VI Pilot submission and approval If requesting FFP for any planned automated support for a pilot States should submit pilot documentation prior to developing the automated support States are encouraged to submit documentation for all other pilots promptly to ensure that SACWIS compliance is unaffected A properly documented approved and conducted pilot will not affect SACWIS compliance CB may review pilots during a site visit but this will not result in a SACWIS-compliance finding if the pilot has been previously approved

4 ACYF-CB-PI-06-01 5 45 CFR 95 ndash Subpart F

6

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

Failure to submit pilot documentation even for pilots not requesting FFP could affect SACWIS compliance

States with an open APD should include the pilot documentation referenced in Section II in their annual APD Update or if IT costs exceed APD thresholds6 in an As Needed APD Update As pilot IT costs are not eligible for SACWIS funding these costs should be segregated from costs eligible for SACWIS reimbursement rates States with a closed APD that are planning to conduct a pilot whose IT costs will not exceed the APD thresholds should submit the referenced pilot documentation to CB with a cover letter If pilot costs exceed APD thresholds the State must submit an APD

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s Bryan Samuels Commissioner Administration on Children Youth and Families

6 45 CFR 95611

7

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

SACWIS Related PIrsquos and ClearancesFederal Program Instructions ndash ACYF-CB-PI-10-04

bull National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

bull Requires consistent data collection and reporting of independent living services and outcomes

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

ACF

US DEPARTMENT OF HEALTH AND HUMAN SERVICES Administration on Children Youth and Families

Administration 1 Log No ACYF-CB-PI-10-04 2 Issuance Date April 2 2010

for Children 3 Originating Office Childrenrsquos Bureau

and Families 4 Key Words Statewide Automated Child Welfare Information Systems (SACWIS) National Youth in Transition Database (NYTD)

PROGRAM INSTRUCTION

TO State SACWIS Project Managers State Information Technology Executives Independent Living Coordinators and Other Interested Parties

SUBJECT National Youth in Transition Database (NYTD) reporting in a statewide automated child welfare information system (SACWIS) environment

LEGAL amp RELATED REFERENCES

Omnibus Budget Reconciliation Act of 1993 (PL 103-66) Foster Care Independence Act of 1999 (PL 106-169) Title IV-E of the Social Security Act (the Act) at Section 474(a)(3) and Section 477 45 CFR 135520 45 CFR 135552-53 45 CFR 135680-86 45 CFR Part 95 ndash Subpart F Action Transmittal ACF-OISM-001 (issued February 24 1995) Program Instruction (PI) ACYF-CB-PI-08-05 (issued October 23 2008) PI ACYF-CB-PI-09-01 (issued January 9 2009)

PURPOSE The purpose of this Program Instruction (PI) is to provide guidance on Federal requirements when implementing and reporting NYTD data collection with a SACWIS It provides guidance on the NYTD requirements a SACWIS must support and outlines funding considerations when enhancing a SACWIS to meet NYTD requirements

BACKGROUND The regulation implementing NYTD requires that States engage in two data collection and reporting activities that will allow ACF to track independent living services and to assess the collective outcomes of youth First States must report biannually to ACF certain demographic data on each youth who receives independent living services paid for or provided by the State agency that administers the Chafee Foster Care Independence Program (CFCIP) regardless of the youthrsquos foster care status Second States must also collect demographic and outcomes information on youth in foster care at age 17 and follow up with these youth to collect additional outcomes information at ages 19 and 21

1

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

DISCUSSION The PI contains four sections titled

Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive

Section II SACWIS and the collection and reporting of NYTD outcomes data

Section III SACWIS enhancements Section IV Funding guidance Section I SACWIS and the collection and reporting of NYTD data on youth and the independent living services they receive NYTD requires that States engage in two separate but related data collection activities The first includes collecting and reporting information on youth and the independent living services they receive that are paid for or provided by the State CFCIP agency States that have elected to build a SACWIS must incorporate NYTD data collection and reporting activities related to youth in foster care1 into their SACWIS system2 The regulatory definition of foster care at 45 CFR 135520 includes children placed away from their parents or guardians and for whom the State agency has placement and care responsibility This may include youth in foster and kinship care arrangements and those in group and residential facilities A Statersquos SACWIS must be enhanced to collect and manage all required NYTD case management data for youth in foster care including the following

bull case level demographic and other related information on youth specified in 45 CFR 135683(g)(1)mdash(19) and

bull information on the independent living services specified in 45 CFR 135683(g)(20)mdash(33) that are provided by the State CFCIP agency or purchased by the agency from contract providers or provided by an agent of the State such as a foster parent

Case management data for youth in foster care must be collected and maintained through the SACWIS NYTD data collection and reporting requirements apply not only to youth in foster care but also to youth formerly in foster care and to other youth who receive independent living services but who have not been in foster care States may enhance their SACWIS to support NYTD case management data collection and reporting for youth who are not currently in foster care or States may develop data collection strategies and

1 Foster care is defined at 45 CFR 135520(a) 2 45 CFR 135553(b)(3) and (4) and Action Transmittal ACFndashOISMndash001 (part IV) direct States to incorporate all case management and service functions for children in foster care into SACWIS

2

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

instruments independent of SACWIS for these youth If a State collects NYTD data from multiple sources the NYTD regulation requires that all applicable data be reported in a single record3 and in a format that meets the specifications of the Childrenrsquos Bureau (CB)4 NYTD Technical Bulletin 1 issued February 19 2010 outlines CBrsquos specifications for data file format including that each State must submit one NYTD data file that includes all required case-level data on every youth reported to NYTD5 Therefore if a State uses multiple independent systems for NYTD data collection efforts all information must be merged into one data file prior to transmission to ACF Section II SACWIS and the collection and reporting of NYTD outcomes data For collection of NYTD outcomes data specified in 45 CFR 135683(g)(34) ndash(58) it is acceptable to use a data collection method external to the SACWIS such as a web tool to collect survey responses from youth States may also choose to enhance their SACWIS to collect outcomes data for youth in foster care Outcomes survey data for youth who are not currently in foster care also may be captured in a SACWIS or an external survey tool It is important to distinguish between case management data which must be collected and managed through the SACWIS and NYTD outcomes data collected through surveys that are part of or external to SACWIS While the SACWIS must generate the case management-related NYTD data for youth in foster care the State may combine the data collected and managed in their SACWIS with outcomes information collected outside of their SACWIS system to produce the NYTD report The associated data merge may occur within or external to the SACWIS To meet SACWIS requirements regarding information collection and reporting of case management data including information on services paid for or provided to youth in foster care the NYTD user interface must be tightly integrated with SACWIS so that NYTD data is collected maintained managed and reported from the SACWIS application While outcomes survey data for youth in foster care may reside in an external web tool if the State elects to enhance the SACWIS to capture the outcomes survey data for youth in foster care this data must also be collected maintained managed and reported from the SACWIS application

3 45 CFR 135683(f) 4 45 CFR 135682(a)(2) 5 NYTD Technical Bulletin 1 File Structure can be obtained on the Childrenrsquos Bureau website here httpwwwacfhhsgovprogramscbsystemsnytdresourceshtm

3

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

Section III SACWIS enhancements SACWIS enhancements to support NYTD case management requirements should support State business practices and policies regarding the Statersquos independent living program and provide appropriate automation to meet the requirements for ldquoefficient economical and effective [program] administrationrdquo 6 Some examples of enhanced SACWIS support for NYTD include but are not limited to bull methods for foster care providers and other providers to report

independent living services delivered to youth7 bull alertsnotifications to clients and staff to promote survey completion

onby youth in foster care according to the timeframes required by the NYTD regulation

bull processes to eliminate duplicate data entry of NYTD data bull edit checks to support complete and accurate NYTD data bull data quality reports to supplement the NYTD data compliance and the

quality of information provided by the NYTD system portal or other tools provided by CB and

bull management reports that case workers supervisors and administrators can use to monitor the information collected for NYTD purposes

The examples listed above are illustrative not prescriptive CB does not define specific strategies States must follow to satisfy the NYTD requirements for collecting and managing data while providing efficient economical and effective program administration States may implement a wide variety of approaches to collect and manage NYTD data within the confines of these general requirements It is acceptable for States to provide NYTD automation support for example by implementing a user interface (eg a web portal) to permit foster parents and other service providers to log the delivery of independent living services or to collect outcomes survey data for youth in foster care To meet SACWIS requirements regarding information collection and reporting of case management and service data for youth in foster care a NYTD user interface must be tightly integrated with SACWIS so that NYTD case management data is collected maintained managed and reported from the SACWIS application Please note that it is permissible to establish temporary staging tables associated to the SACWIS database for purposes of processing NYTD data prior to integration with SACWIS Several States are designing web

6 45 CFR 135552(a)(4) and Section 474(a)(3)(C)(iv) of the Act 7 Per 45 CFR 135681(a) States are to report all independent living services paid for or provided by the State Chafee Foster Care Independence Program agency

4

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

portals that employ web services to integrate NYTD-related operations into SACWIS States with an open Advance Planning Document (APD) must describe their proposed NYTD solutions to CB via the APD States with a closed APD contemplating NYTD enhancements whose cost will not exceed APD thresholds8 are encouraged to provide a written description of plans to CB so they can be reviewed for compliance with SACWIS requirements Section IV Funding guidance If a State does have or is in the process of building a SACWIS bull NYTD system development costs for enhancements to the SACWIS to

support youth in foster care up to the Statersquos established maximum age for title IV-E foster care payments as specified in their IV-E plan9 (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull SACWIS operational costs for NYTD-related activities for youth in foster care up to the maximum State-defined age for title IV-E foster care payments (regardless of whether youth are title IV-E eligible) may be charged to title IV-E SACWIS

bull NYTD system development and operational costs to support youth not in foster care or in foster care but older than the Statersquos maximum age for title IV-E foster care payments are charged to Chafee funds State-only funds other applicable non-Federal funding source or a combination of these funds

If States develop title IV-E funded enhancements in their SACWIS to support NYTD data collection requirements for youth in foster care and these enhancements will also meet NYTD requirements for youth not in foster care only the operational costs to support youth not in foster care must be charged to Chafee State-only funds or another applicable non-Federal funding source Costs associated with developing andor operating a data collection tool outside of SACWIS such as an external web portal to capture and upload outcomes survey data are not eligible for title IV-E funding

8 45 CFR 95611(a) 9 Public Law 110-351 The Fostering Connections to Success and Increasing Adoptions Act of 2008 creates an option to extend eligibility to title IV-E foster care to age 21 when youth meet prescribed conditions for continued payments Therefore the ldquomaximum age for title IV-E foster care paymentsrdquo in a State depends on whether or not the State elects to exercise this option See Program Instruction ACYF-CB-PI-08-05 located at httpwwwacfhhsgovprogramscblaws_policiespolicypi2008pi0805htm

5

If a State collects NYTD data from multiple sources all information must be merged into one data file The costs of developing a merge capability to combine data from SACWIS and non-SACWIS sources into a single data file are not claimable title IV-E expenditures Such costs must be charged to Chafee State-only funds or another non-Federal funding source

INQUIRIES HHS ndash ACFACYFCBDivision of State Systems

s

Bryan Samuels Commissioner Administration on Children Youth and Families

6

SACWIS Related PIrsquos and ClearancesFCASMPL No 145 SACWIS Data Correction

bull Process for Submitting SACWIS Databull Edit Requestsbull Clearance Period ends 51310bull Letter sent for Publishing

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Project Priorities Tresa Young

Project Priorities

bull Current prioritiesndash Financial Development Roll Out

Environment Upgrade Data Fix Project (duplicates search intake screening) and Alternative Response

bull Leadership is requesting additional feedback if funding or resources are availablendash No promises at this time

Potential Additional Project Priorities

bull Revisions to CourtCustody Modulebull Reports (shortlonger term)bull Activity Logbull Case Plan and Servicesbull System Standardizationbull MITS Interface Issues

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

SACWIS Related PIrsquos and ClearancesFCASMPL No 145 SACWIS Data Correction

bull Process for Submitting SACWIS Databull Edit Requestsbull Clearance Period ends 51310bull Letter sent for Publishing

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Project Priorities Tresa Young

Project Priorities

bull Current prioritiesndash Financial Development Roll Out

Environment Upgrade Data Fix Project (duplicates search intake screening) and Alternative Response

bull Leadership is requesting additional feedback if funding or resources are availablendash No promises at this time

Potential Additional Project Priorities

bull Revisions to CourtCustody Modulebull Reports (shortlonger term)bull Activity Logbull Case Plan and Servicesbull System Standardizationbull MITS Interface Issues

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Project Priorities Tresa Young

Project Priorities

bull Current prioritiesndash Financial Development Roll Out

Environment Upgrade Data Fix Project (duplicates search intake screening) and Alternative Response

bull Leadership is requesting additional feedback if funding or resources are availablendash No promises at this time

Potential Additional Project Priorities

bull Revisions to CourtCustody Modulebull Reports (shortlonger term)bull Activity Logbull Case Plan and Servicesbull System Standardizationbull MITS Interface Issues

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Project Priorities

bull Current prioritiesndash Financial Development Roll Out

Environment Upgrade Data Fix Project (duplicates search intake screening) and Alternative Response

bull Leadership is requesting additional feedback if funding or resources are availablendash No promises at this time

Potential Additional Project Priorities

bull Revisions to CourtCustody Modulebull Reports (shortlonger term)bull Activity Logbull Case Plan and Servicesbull System Standardizationbull MITS Interface Issues

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Potential Additional Project Priorities

bull Revisions to CourtCustody Modulebull Reports (shortlonger term)bull Activity Logbull Case Plan and Servicesbull System Standardizationbull MITS Interface Issues

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Monthly Visit Compliance Tresa Young

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

12

Monthly Visitation Progress

bull Thank you for your efforts to complete visits and improve data entry integrity and timeliness

bull Ohio is currently demonstrating 72 statewide compliance for the first half of FFY 2010ndash Target Goal is 80

bull FFY 2011 Target Goal is 90bull Ohiorsquos FFY 2010 compliance rating will not be fully

determined until December 2010 We need your support to continue improvement efforts Failure to achieve target goals will result in Title IV-B revenue losses

bull Failure to enter visits (all required elements including narrative activity logs) is a SACWIS compliance violation

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Monthly Visitation Tools ndash Knowledge Base Articles

bull ldquoMonthly Caseworker Visits for Children in Foster Carerdquo (Provides guidance on federal definitions for how population and compliance ratings are determined clarifies common misunderstandingsquestionsdata entry expectations)

httpwwwwebetoolscomdrcuserskbphpid=10751ampcategory_id=50ampsid2=

bull ldquoBasic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Carerdquo (Describes value labels for correctly entering visits in SACWIS)

httpwwwwebetoolscomdrcuserskbphpid=10716ampcategory_id=0ampsid2=

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Monthly Visitation Tools Reports and Draft Instructions

bull Monthly Visitation Report ndash In Testing Available through BICndash Provides counties with the ability to monitor

progress each month

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Bureau of Automated SystemsOFC 1 June 2 2010

Monthly Caseworker Visits for Children in Foster Care The PCSA is responsible for complying with provisions set forth in OAC rule 51012-42-65 ldquoCaseworker visits and contacts with Children in Substitute Carerdquo This rule was recently revised and became effective February 17 2008 to guide agencies in meeting requirements of the ACF Program Instruction issued on February 28 2007 to implement provisions of the Child and Family Services Improvement Act of 2006 (PL 109-288) requiring states to develop requirements for the frequency and quality of caseworker visits with children in substitute care HHS requires states to collect data and compile statistics for each Federal Fiscal Year Base Population bull Children who are in the custody of a PCSA and children in court custody (IV-E court

children) are included Though some PCSAs do not have responsibility of visitation HHS advised that IV-E court children should be counted under the county Some counties are entering visits into SACWIS on behalf of IV-E courts At this time ODJFS recommends this be done to ensure counties are not negatively impacted and IV-E remains available to the courts

bull AWOL children are included Children who have run away must also be included in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008

bull Children on trial home visits are included If a State considers children who have gone home for a trial home visithellipthen the children are include in the population according to log No ACYF-CB-PI-08-03 issued on April 18 2008 Children who are in PCSA custody but in an out of state placement setting ndash courtesy visits completed by other staff on behalf of the custodial PCSA must be entered into SACWIS

bull Children who are placed in substitute care placements for at least one completed calendar month are included (see below)

Removed Date

Discharged Date

Included in Base

Population Comment Child A October 2 November 27 NO Oct only 30 days and Nov only 27 days Not a single completed calendar month

Child B October 1 November 2 YES Oct 31 days Oct is a completed calendar month

Child C October 1 December 5 YES Oct 31 days Nov 30 days Oct amp Nov are completed calendar months

bull Children who are aged 17 or younger for at least one day in the year (fiscal year) are included (see below)

Age on October 1 Included in Base

Population Comment Child A 17 years and 364 days YES Child is 17 years or younger at least one day in the year

Child B 18 years and 1 day NO Child is NOT 17 years or younger at least one day in the year

bull A child who had multiple placement episodes during the FFY is considered as One Child (multiple placement episodes are combined into one overall length of stay per child however only the completed calendar months a child is in placement within multiple placement episodes are counted in the computation)

Calculation of Monthly Compliance Rate and Annual Compliance Rate There seems to be some confusion among PCSAs about these rates and rate calculations These two rates are different the annual compliance rate is not equal to the monthly compliance rate averaged for the number of months The monthly compliance rate can be found in the Monthly Visitation cube in SACWIS-DART TESTING Ohio is required to provide HHS with a statewide Annual Compliance Rate (percentage) However the Annual Compliance Rate depends on what PCSAs do monthly (see below)

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Bureau of Automated SystemsOFC 2 June 2 2010

Completed Calendar Month Child A Child B Child C Child D Child E

Numerator Denominator

Monthly Compliance

Rate

October Visited Visited Visited Visited Visited 55 100

November Visited Visited NOT Visited Visited Visited 45 80

December Visited NOT Visited Visited NOT Visited Visited 35 60

January Visited Visited Visited NOT Visited Visited 45 80

( This is not Annual Compliance Rate)rarrrarrrarr Average Compliance Rate 80

Annual Compliance (MCV) Rate is as follows Number of Children Visited each and every completed calendar month in FC (Numerator) Number of Children Served in Foster Care (Denominator) ndash Base Population The correct Annual Compliance Rate is 40 Numerator = 2 Children (Child A and Child E ndash Had visits in each completed calendar month) Denominator = 5 children (Child A Child B Child C Child D and Child E) Child B Child C and Child D were excluded in Numerator since they did not have visits in each completed calendar month Thus the annual compliance rate is not same as the average of monthly compliance rate (80) in the above table There were many children who actually had caseworker visits in some months but they were excluded in the annual compliance rate because during their entire episode of care a few monthly visits did not occur ie A child with an 11 month length of stay had only 9 monthly visits (2 visits were not made) thus according to HHS criteria this child cannot be included in the statewide numerator as a child who had required visits for each and every month Monthly Visits Occurred in Childrsquos Current Residence The second HHS measurement requirement is the percentage of monthly visits that occurred in childrsquos home (the current residence of the child ie Foster Home Group Home etc) Only the children included in the Annual Compliance Rate are considered for this measure Visit in Home (VHI) Rate is as follows Number of Visits in every completed calendar month occurred in childrsquos residence (Numerator) Number of Visits in every completed calendar month occurred (Denominator)

Number of children are not the subject of this measure but the aggregate number of monthly visits (see below)

Completed Calendar Month Child 1 Child 2 Child 3 Child 4 Child 5

October Home Home Home Home Home

November Home Home Home Home Neutral Site

December Office Office Home Home Office

January Neutral Site Office Home Home Home

Five children (Child 1 Child 2 Child 3 Child 4 and Child 5) had 4 monthly visits each therefore total number of visits months is 20 (5 children X 4 monthly visits) However only 16 of these occurred in childrsquos residence The rate is 80

16 visit months in childrsquos residence (Numerator) 20 visit months for all 5 children (Denominator)

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Bureau of Automated SystemsOFC 3 June 2 2010

Targets to Achieve 2011 Compliance An allocation of $147 million Title IV-B subpart 2 funds under the Child and Family Services Improvement Act of 2006 was made available to the PCSAs to support the agencies in meeting the new performance standards related to visitation of children in substitute care by the caseworker Ohio counties received their portion of the total allocation based on the number of children in substitute care by county divided by the total number of children in substitute care in Ohio For FFY 2008 and subsequent years Ohio has set the following targets to meet the 90 visitation compliance rate for children in substitute care by FFY 2011

FFY 2007 Baseline

FFY 2008 Target Goal

FFY 2009 Target Goal

FFY 2010 Target Goal

FFY 2011 Target Goal

178 50 65 80 90

Ohiorsquos Compliance Rate for first half of current Federal Fiscal Year 717

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Basic Guidelines Entering an Activity Log for a Monthly Visit with a Child in Agency Custody who is Placed in Substitute Care

Activity Details amp Category Information

Location Information amp Activity Association

7 Select Placement

Setting from the Location Type drop-down menu

8 Click on the Associate

Participants Link

1 Verify that the Activity Date is correct the system populates the current date

2 The time is not requiredhowever it will improve sorting capability compliance monitoring and reporting of detailed information

3 Choose a contact type of Face-to-Face

4 Choose the appropriate Case Category such as Ongoing

5 Choose a Category of Ongoing Visits

6 Choose a Sub Category of Ongoing Monthly

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Associate Participants

9 On the Associate Participants page select the Radio Button next to ldquoCompletedrdquo

for each Case Participant Associated Participant and Placement Provider who was seen during the visit If you saw both the child and the foster parents be sure to mark both as ldquoCompletedrdquo A Contact Status of ldquoAttemptedrdquo will not be counted as a successful visit for reporting purposes Note the contact status ldquoIn Regards tordquo has been added to allow child participants to be documented when they are the subject of a telephone conversation email or other correspondence but not seen Face to Face

Narrative Details

10 Enter details from the interview conducted during the visit including but not

limited to child safety child well-being progress toward meeting the case plan and permanency goal appropriateness of the placement and services from the perspective of the child and substitute caregiver as required in OAC 5101 2-42-65

Activity State (Draft or Completed)

11 Follow your agencyrsquos procedure regarding setting the Activity Log to a

ldquoCompletedrdquo status (some agencies allow case workers to do this while supervisors change the status in other agencies) Note Activity logs are not considered for reporting purposes until they are set to a ldquoCompletedrdquo status

12 Finally ldquosaverdquo the activity log

The appropriate Sub Category for the activity log may be change based on the circumstances of your visits For example if you are visiting a child in a CRC choose CRC Ongoing rather than Ongoing Monthly Visit If you are visiting a child in the first seven days of placement choose Initial Seven Days of Placement Not Including Day of Placement instead of Ongoing Monthly Visit The ticklers that appear on the case overview page can help guide you in choosing the appropriate Sub-Category Please refer to the SACWIS Tickler Tip sheet for guidance on the specific Contact Type Case Category Category and Subcategory selections required to dispose of each tickler In General following the guidelines above should dispose of Ongoing Monthly Visit ticklers

Monthly Visitation Report on BIC

bull The BIC Monthly Visitation Report affords the User the ability to view the number of Children who have documented Face to Face (FF) ldquoVisitrdquo andor ldquoVisitrsquos In Placement Settingrdquo

bull Note The User will require access to the BIC ndashOCF ndash Office of Children amp Families OCF SACWIS DART Testing Folders If the User does not have this access please contact Gary Stought via the SACWIS Help Desk GaryStoughtjfsohiogov or by phone Office (614) 387-8880

Monthly Visitation Report on BICKey Points

bull To access the Monthly Visitation Report from the Public Folder select ndash OCF ndash Office of Children amp Families folder

next selectndash OCF ndash SACWIS ndash DART Testing folder then

on the first screen selectndash Monthly Visitation ndash Open the file by clicking once on the

report

BIC Monthly Visit Report Review and Progress

bull The BIC report focuses on 4 Critical pieces of Information from the Activity Log ndash Contact Type must = Face to Facendash Location Type must = Placement Settingndash The Child amp Foster Parent(s) must both be linked to the Activity Log

with a Status of lsquoCompletedrsquobull The BIC report only includes a Childrsquos record if they have been in

placement for the whole monthbull The BIC Report reflects all data entered into SACWIS as of April 28

2010bull Annual compliance ratings require episodes of care to be combined

and utilized in the statewide computationndash Monthly visit reports are a tool for monitoring regular county progress

but the overall compliance rating is not known until the end of the federal fiscal year and is technically a statewide rating

bull The IPT is reviewing options for moving reports into production or making access available more easily (ROM) etc

Yearly Visitation Cubebull Captures caseworker visits for one year

(12 mos time period)bull Rolling Cube

ndash Beginning and end dates can shiftroll ahead by certain amount (1 mos) with each new month being updated

bull Yearly cube reviews multiple monthsndash A miss in one month renders the child

as non compliant in the statewide statistics

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Financial Roll Out Phase 1 Joan Denman

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Monthly Visitation Report on BICKey Points

bull To access the Monthly Visitation Report from the Public Folder select ndash OCF ndash Office of Children amp Families folder

next selectndash OCF ndash SACWIS ndash DART Testing folder then

on the first screen selectndash Monthly Visitation ndash Open the file by clicking once on the

report

BIC Monthly Visit Report Review and Progress

bull The BIC report focuses on 4 Critical pieces of Information from the Activity Log ndash Contact Type must = Face to Facendash Location Type must = Placement Settingndash The Child amp Foster Parent(s) must both be linked to the Activity Log

with a Status of lsquoCompletedrsquobull The BIC report only includes a Childrsquos record if they have been in

placement for the whole monthbull The BIC Report reflects all data entered into SACWIS as of April 28

2010bull Annual compliance ratings require episodes of care to be combined

and utilized in the statewide computationndash Monthly visit reports are a tool for monitoring regular county progress

but the overall compliance rating is not known until the end of the federal fiscal year and is technically a statewide rating

bull The IPT is reviewing options for moving reports into production or making access available more easily (ROM) etc

Yearly Visitation Cubebull Captures caseworker visits for one year

(12 mos time period)bull Rolling Cube

ndash Beginning and end dates can shiftroll ahead by certain amount (1 mos) with each new month being updated

bull Yearly cube reviews multiple monthsndash A miss in one month renders the child

as non compliant in the statewide statistics

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Financial Roll Out Phase 1 Joan Denman

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

BIC Monthly Visit Report Review and Progress

bull The BIC report focuses on 4 Critical pieces of Information from the Activity Log ndash Contact Type must = Face to Facendash Location Type must = Placement Settingndash The Child amp Foster Parent(s) must both be linked to the Activity Log

with a Status of lsquoCompletedrsquobull The BIC report only includes a Childrsquos record if they have been in

placement for the whole monthbull The BIC Report reflects all data entered into SACWIS as of April 28

2010bull Annual compliance ratings require episodes of care to be combined

and utilized in the statewide computationndash Monthly visit reports are a tool for monitoring regular county progress

but the overall compliance rating is not known until the end of the federal fiscal year and is technically a statewide rating

bull The IPT is reviewing options for moving reports into production or making access available more easily (ROM) etc

Yearly Visitation Cubebull Captures caseworker visits for one year

(12 mos time period)bull Rolling Cube

ndash Beginning and end dates can shiftroll ahead by certain amount (1 mos) with each new month being updated

bull Yearly cube reviews multiple monthsndash A miss in one month renders the child

as non compliant in the statewide statistics

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Financial Roll Out Phase 1 Joan Denman

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Yearly Visitation Cubebull Captures caseworker visits for one year

(12 mos time period)bull Rolling Cube

ndash Beginning and end dates can shiftroll ahead by certain amount (1 mos) with each new month being updated

bull Yearly cube reviews multiple monthsndash A miss in one month renders the child

as non compliant in the statewide statistics

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Financial Roll Out Phase 1 Joan Denman

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Financial Roll Out Phase 1 Joan Denman

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

bull Wave One (21) counties have been successfully processing AASAMS payments through SACWIS since April 2010

bull Feedback from counties indicate overall experience was positivendash ldquoI am very pleased with how smoothly everything went and I

could not ask for better support both prior to implementation and afterwardrdquo

ndash ldquoFor me getting ready for conversion was a lot more work than this We were already live with Medicaid so I just printed off the AA subsidy report and SAMS report from SACWIS compared it to the information in SIS and on the AA disbursement journal and made the changes in SACWIS It didnt take me long but XXX County only has around 50 AA children I had most of it done within a dayrdquo

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

ndash ldquoI love that the turn-around time for the check to be issued is so short processing from SACWIS and that the payment information automatically pulls up when you go to create the adoption payment and leaves basically no room to make an error (as I used to do on the 1659) Now I dont have to wait for my 1659 to be processed have it come back rejected then send another and wait for it to be processed It makes it easier on me and the adoptive parents waiting to get their checks As long as the counties have their adoption data cleaned up they should have no worries in going forward here ldquo

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

ndash ldquoI hesitated to respond to your request for feedback because I question myself everyday as to whether or not we did something wrong because it was so simple and uneventful for XXX County The step by step instructions with screen shots guided us effortlessly through the whole process ldquo

ndash ldquoI was worried so I asked a current fosteradopt parent to call me if there was any delays or problems with his check for April as a result of the changes He called excited because his check came earlier than usualrdquo

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

ndash ldquoThe implementation went far more smoothly than I ever expected and I am not aware of any problems with XXX County casesrdquo

ndash ldquoI thought this transition went very well for our agency The support and communication was quick and thorough I have no recommendations at this time very pleased with how it wentrdquo

ndash ldquohellip we were quite pleasantly surprised at how well things went with this stage of financially live We are a small county with a relatively small amount of families receiving subsidies However we wanted to be sure all of these families received seamless service with their paymentsrdquo

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

bull Additional suggestions on how to improve the process were also received and incorporated for future waves

bull All Wave 2 (16) counties successfully processed AASAMSMedicaid in June

bull As of June 8th ndash 56 counties are live in AASAMS and Medicaid

bull All Wave 3 counties (15) are well on their way to becoming live and processing AASAMS Medicaid from SACWIS in August

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Financial Roll Out

bull All Wave 4 counties (17) have received their comparison reports and are in the process of scheduling initial checkpoint calls with Kevin and Kristine

bull Discussions are occurring on FCM Roll Out Schedule

bull Preparation Activities for Data Clean-up will be discussed throughout todayrsquos presentation

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Upcoming Financial Enhancements(Sneak Peek)

Alicia Allen Lisa Hornyak Kathryn Taylert

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

27

Upcoming Enhancements

bull JFS 04280 Title IV-E Foster Care Expenditure Report

bull JFS 04281 Children Services Quarterly Statistical Report

bull Invalid Payment Process bull Adoption Subsidy Child Specific Payee

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

bull Preliminary Reportndash System Derived Fields are updated nightlyndash Preliminary Report will reflect yesterdayrsquos

updatesndash Preliminary Reports can be run from the 2nd

day of the Reporting Quarter through cutoff

Reports Workflow

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Reports Workflow

bull Final Reportndash Final Report will Reflect Information in system

at cutoffndash Final Reports can be run from the day after

cutoff forwardndash Final Report Frozen

bull Can be submitted to County Financendash Available for July ndash September 2010

Reporting Period

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Reports Workflow

bull User Enterable Fieldsndash All User Entered Information is updated when

changedndash User Enterable Data fields are cleared at the

beginning of each quarterndash Final Cutoff Extendedndash Updates made prior to the Cutoff will be

included in Final Report Version

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

bull Report will be generated from the Financial Module

bull Report can be run for your agency or statewide

bull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security Requiredbull All Information is System Derived

JFS 04280 Report

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

JFS 04281 Reportbull Report will be generated from the

Financial Modulebull Report can be run for your agency or

Statewidebull Report can be run in PDF or Excel formatbull Agency Fiscal Supervisor Security

Requiredbull Parts 1-2 are System Derivedbull Parts 3-5 Include User Enterable Fields

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Invalid Payment Process

bull Identifies payments potentially impacted by source data changes (placement leave rate changes etc)

bull Accessible from payment request search payment roster and payment search screens

bull User or System Initiated

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

bull Provider Payment Information Records will be moved from Provider - Service Credentials to the Financial ndash Payments tab

bull Addition of filter field to filter Provider Payment Information Records by status Active Inactive or All (Default will be active records)

bull Ability to establish child specific Provider Payment Information records for adoption subsidy payments

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

bull Active addresses associated with the provider will be presented for selection as the providerrsquos payment address

bull Ability to add a payment address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as payment addresses due to OAKS requirements

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesSearching for a Payment Address not Currently Associated with the Provider

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesDomestic Address Search Screen

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

bull Current Medicaid Address and Origin of the address to be displayed on the Payment Information Details page

bull Ability to override the current Medicaid Mailing address within the Payment Information Details record

bull The address selected as the Provider Payment Information Address can also be used as the mailing address for the IV-E Medicaid card

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information

bull Children with approved adoption subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up child specific payment information

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information

bull Child specific provider payment information is optional

bull If a child specific provider payment information record does not exist for a providerchild combination the default provider payment information record will be used for payment

bull Medicaid Mailing Information will not be displayed for child specific records where the child is in receipt of a SAMS subsidy

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information

bull Payment Information records will now be sorted in descending order by record end date so that the most current Payment Information record will be displayed at the top of the list

bull New copy feature added which will help to prevent transposition errors in entering bank account and routing numbers

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information Changes

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesEditing a Provider Payment Information Record

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information

bull Can edit a provider payment information record until payments have been generated that use the record

bull The Effective Date of the record cannot be edited once saved

bull The End Date and Comments fields will remain editable until the record end date is less than the current system date

bull The option to override a Medicaid mailing address is not available through the Provider Payment Information Details page after the initial save of the record

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesEditing a Provider Payment Information Record ndash Link to Medicaid Mailing

Information Page

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information

bull Once an adoption subsidy record has been completed with the status of lsquoApprovedrsquo a link to the Provider Payment Information page will be available

bull The Provider Payment Information page will be displayed with the associated provider in focus

bull Close returns user to the adoption subsidy page

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesLink to Provider Payment Information from the Adoption Subsidy Page

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Provider Payment Information ChangesProvider Payment Information Page when Accessed through an Associated Subsidy Record ndash Provider In Focus with No Search Capability

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

bull New Medicaid Mailing Info functionality added under Financial ndash Eligibility tab

bull This functionality is optionalbull IV-E Medicaid cards will be generated as normal

unless a Medicaid Mailing Override record is created for the provider or providerchild combination

bull Override Medicaid Mailing records can be created in this area or through the initial setup of the providerrsquos Payment Information record

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

bull Active addresses associated with the provider will be presented for selection as the providerrsquos Medicaid Mailing address

bull Ability to add a Medicaid Mailing address for an active provider without requiring an amendment to the home study

bull Only domestic addresses can be addedselected as Medicaid Mailing addresses

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationSearching for a Medicaid Card Mailing Address not Currently Associated

with the Provider

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationDomestic Address Search Screen

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

bull Children with approved IV-E Adoption Assistance subsidy records set up with the provider and lsquoownedrsquo by the Agency of the logged in worker will be available for selection to set up Child Specific AA Override Medicaid Address records

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationMedicaid Mailing Info Page with Default Override Medicaid Mailing Address

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationAA Child Specific Override Medicaid Mailing Information Details Page

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationProvider Medicaid Mailing Info Page with Default and Child Specific

Override Medicaid Mailing Information Records

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing Information

bull The Medicaid Eligibility page will now display the current Medicaid Mailing details for the childrsquos IV-E Medicaid card as well as the origin of the Medicaid Mailing address

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented Origin of Address from Default Override Medicaid Mailing Address Record

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Override Medicaid Mailing InformationMedicaid Eligibility Page with Medicaid Card Mailing Information Presented

Origin of Address from AA Child Specific Override Medicaid Mailing Address Record

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Preparing for Phase 2 Roll OutJoan Denman

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

67

Preparing for Phase 2 Roll Out

bull Two Reports available in SACWIS to assist with data clean-upndash Placement Roster Report

bull Identifies all children in placement (own home and purchased care)

bull Verify that child is in correct placement with correct service

bull Can be found by going to AdminReportsCasendash Agency Contract Report

bull Identifies specific contractsbull Can be found by going to AdminReportsfiscal

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

How to Enter ContractsCrystal Ufferman

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

How to Enter Contracts

bull Step by step instructions are located on Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10703ampcategory_id=0ampsid2=

bull Contracts should be entered on the Network Provider and not the specific home provider

bull For Purchased Care Placements the Master Provider Spreadsheet should be accessed and referenced from the Knowledge Base to ensure the Contract is placed on the correct Provider

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Providerfor Placement

Colleen Tucker

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Provider

bull MOST IMPORTANTndash Do not place your child on a Non-ODJFS

Provider if the foster home should be IV-E reimbursable

ndash If you cannot locate the correct Home Provider contact the SACWIS HelpDesk and someone will assist you

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

72

Selecting the Provider

bull If the user searches for a Provider and find duplicates and is unsure which provider to selecthellip

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Provider

bull Look for Providers with active statusbull If there is more than one record with an

active status then view the recordsbull A home has an active license (FC) or

approval span (AD) if there is a span displaying on the Provider overview screenhellip

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

74

Selecting the Provider

SHOWS CURRENT LICENSE NO CURRENT LICENSE

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Provider

bull If the Providerrsquos Address or Contact Information is not correct and this is an active licensed homehellipndash If it is a Public Agency Home contact the agency that

owns the home since they will need to update the resourcendash If it is a Private Agency Home contact either the SACWIS

Help Desk or Rita Jackson to determine if the Private Agency has submitted correct paperwork to update the Provider

bull If you are having problems placing a child do not have the private agency contact Rita (unless it is in regards to paperwork they submitteddidnrsquot submit) since Rita will have to contact the Help Desk or Provider Team to resolve the placement issue

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Provider

bull Facility Master Spreadsheet is posted on the Knowledge Base at the following Link

httpwwwwebetoolscomdrcuserskbphpid=10260ampcategory_id=0ampsid2=and is also sent out to Live County Call List periodically

bull The spreadsheet lists the Network Provider ID that should be used to enter your contract and the agency address

bull The spreadsheet lists the correct Provider ID to place your child on when they are placed in a IV-E reimbursable CRCGroup HomePlease make sure your Contract and Placement Workers know about the Facility Master Spreadsheet and where to obtain the updated version

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Selecting the Correct Service for Placement

Colleen Tucker

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Correct Service for Placement

bull If the placement is reimbursable for Foster Care or an In-State Adoptive Service Do not add an lsquoOther Servicersquo to an in-state Home providerrsquos recordndash The Service should be available on the

ODJFS Services Tab on the Providerrsquos recordbull If it is not contact the SACWIS HelpDesk

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Correct Service for Placement

bull IF the foster care placement should be IV-E reimbursable and your county does not select a service that has a ceiling in SACWIS your county will not receive reimbursement for that placement

bull For purchased care please refer to the following site for the Title IV-E reimbursement ceilings and programs for that placement period

httpjfsohiogovocfpublicationsstm

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

80

Selecting the Correct Service

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

81

Selecting the Correct Service

An Examplebull ENAProgram Number and FacilityProgram Name30202 Foster Care- Level 1 30246 Foster Care- Level 230247 Foster Care- Level 330248 Foster Care- Level 430249 Foster Care- Level 5

Treatment Foster Home Special Needs Foster Care - Level 2 (30246)-Spec NeedTreatment Foster Home Exceptional Foster Care - Level 2 (30246)-Excpt Need

Worker making the placement needs to pay attention to the service type (ie Family Foster Treatment Foster Medically Fragile etc) and the service description (ie Foster Care-Level 2 (30246(-Excpt Need)

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Selecting the Correct Service

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

83

Selecting the Correct Service

bull If your child is placed out of Ohio in a IV-E reimbursable foster home submit a ticket to the SACWIS HELP DESK with the following information- Current foster home license from the state that issued the

license- Demographic information about the foster home (ie DOB

SSN etc)The SACWIS Provider Team will then enter the home into SACWIS for the state that issued it Once the home is entered the county using the home will need to enter an lsquoother servicersquo onto the home based on your countyrsquos rate you will pay the foster home (This is similar to a shared home with another county)

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Data Fix Project Update Tresa Young

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

85

SACWIS DATA Fix Project

bull In March 2010 staff members from OFC and OIS began meetings with representatives from nine counties Butler Cuyahoga Franklin Hamilton Lucas Medina Montgomery Portage and Seneca

bull Group discussionsndash History of data fix requestsndash Federal and policy rules which prevent the

counties from having delete update authority in the SACWIS system

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

86

SACWIS DATA Fix Project

bull Review of data fixes and discussion with county staff indicate many underlying causes impacting needs for data fixes which include ndash Delayed data entryndash Lack of data entry standards at the local levelndash Inadequate search functionality

bull In May 2010 a project charter was approved to design develop solution(s) to reduce the need for data fix requests and address enhancement opportunities

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

87

SACWIS DATA Fix Project

bull Requirements gathering sessions were held the last week of May Staff from OFC OIS and representatives from 22 counties met to define and prioritize requirements

bull Days 1 and 2 focused on participant and provider search functionality and duplicates in the system

bull The group discussed how the search functionality can be improved and how to prevent on-going duplicate date entry

bull Also discussed were improvement needs to the Provider module

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

88

SACWIS DATA Fix Project

bull Days 3 and 4 focused on Screening and Intake functionality

bull The group discussed variances in county Intake process and barriers to ldquoReal Timerdquo recording of Intakes

bull Also discussed were options flexibility to update investigation information while retaining original intake information and to streamline allegations and ACV AP role information

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

89

SACWIS DATA Fix Project

bull Thank you to the counties and staff who participated in these meetings

bull Next Steps are reviewing priorities and completing system documentation (likely will continue throughout July

bull Follow Up JADs may be required for items requiring new web pages

bull Low hanging fruiteasier items will be incorporated incrementally

bull IDA and schedule estimates in August

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

NYTDCheryl Wolfe

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

NYTD

bull NYTD data must be captured on youth in three reporting populationsndash Served Population

bull Includes all youth who receive at least one independent living service paid for or provided by the agency during the reporting period

ndash Baseline Populationbull Includes all youth in foster case that reach their

17th birthdayndash Follow-Up Population

bull Includes all youth who participated in baseline population

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

NYTD

bull Data Element Collection Requirementsndash Person Basic Screen

bull Childrsquos Date of Birthbull Childrsquos Sex

ndash Person Demographic Screenbull Childrsquos Racebull Childrsquos Ethnicitybull Childrsquos association to a Federally Recognized

Tribe

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

NYTD Data Element Collection Requirements Continued

bull Person Delinquency Tab or Court Modulendash Adjudicated Delinquent

bull Person Education Tabndash Education Levelndash Special Education Status

bull Independent Living Tabndash Independent Living Needs Assessmentndash Requirement Topics

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

NYTD ndash Children Receiving Independent Living

bull 4657 children received some type of Independent Living Service in 2009ndash Life Skills Services 9371ndash AssessmentPlan Development 432ndash Living Skills Services 333ndash EducationalVocational Assistance 088ndash Self-Esteem Development 060ndash Support System 041ndash Decision MakingCommunication Skills 028

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

NYTD

bull Reporting Periodsndash There are two six-month reporting periods

bull October 1st ndash March 31st

bull April 1st ndash September 30th

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

CPOE 8 UpdateMelissa Cromwell and Susan Shafer

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

97

CPOE 8

bull On-site reviews and training to begin during July 2010

bull Will mirror the Federal Child and Family Services Review (CFSR)

bull Approximately 65 cases statewide per quarter will be reviewed

bull Two universes of cases In-Home (voluntary and Court Order Protective Supervision) and Substitute Care

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

CPOE 8

bull Stratified smaller sample sizesbull All casework activities for the period under

review will be evaluatedbull Focus on child Safety Permanency and

Well-beingbull One review tool for all cases (approx 77 pages)

ndash 23 itemsrarrnot all applicable to all cases

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

CPOE 8

bull The CFSR On-site Review Instrument was revised to include Ohio specific requirements

bull Link to the Federal Review Instrumentwwwacfhhsgovprogramscbcwmonitoringtools_guideonsitefinalhtm

bull Fifteen Ohio PCSArsquos have assisted with the finalization of Ohiorsquos review tool ndash Included a mock review of two Lorain County cases

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

CPOE 8

bull CPOE Stage 8 will include SACWIS and ldquohard-copyrdquo case record reviews as well as interviews of pertinent case participantsndash Co-reviewer from PCSA whenever possible

bull Collaborative planning involving ODJFS CPOE Policy and SACWIS staff

bull SACWIS staff developed a case mapping of where CPOE Stage 8 review information can be located in the SACWIS case record

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

CPOE 8

bull Link to the CPOE Stage 8 Mapping Document located on the SACWIS Knowledge Base httpwwwwebetoolscomdrcuserskbphpid=10753ampcategory_id=0ampsid2=Note This document is still under review thus contains the Draft watermark

bull For additional informationquestions regarding the mapping document contact Melissa Cromwell melissacromwelljfsohiogov or Tim Doyle-Wenger timdoyle-wengerjfsohiogov

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

New Supreme Court Site Permanency Measure Reports

Roger Ward

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

103

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos great about them

bull Super-clean AFCARS filesbull Numerator denominator performancebull Drill through to the child levelbull Relationship between one measure and the other

measuresbull Available data from 412007 thru 3312010 with

overlapping six month intervals

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

104

New Supreme Court Site Permanency Measure Reports

412007 thru 3312008

1012007 thru 9302008

NEVERUse this column

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

105

New Supreme Court Site Permanency Measure Reports

bull The CFSR Permanency Cubesndash Whatrsquos missing

bull No indication on the title of measure (other than ldquoPermanency Measure 11rdquo)

bull No indication on the definitionbull No indication on how the measure is computedbull No indication if the measure is validbull No indication on what the target isbull No indication on what to do if performance is poor

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Supreme Court of Ohio CFSR Dashboard

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

System Monitoring and Performance John Pendergast

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

System Monitoringbull Why Monitor

ndash Ensure system is performing within Service Level Agreement (SLA)ndash With established SLA automatically alert when performance or

availability is poorndash ldquoActiverdquo Monitoring is done in response to performance problem(s)

and ensures problem is resolvedbull What is being Monitored

ndash System Availability (Is SACWIS accessible)ndash ldquoHealthcheckrdquo Metrics (login assigning a resource bringing up a

case activity log)ndash Server Resources (CPU Memory Storage)ndash Report Generation (how many how many with errors)ndash Network Traffic

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

System Performance

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

System Performance

Total Pages

Slow Pages

Short stopped pagesLong stopped pages

bull In the last 30 daysndash May 17 2010 ndash Over 11 Million Pages servedndash Average Pagesday ndash 716000ndash Average Slow Pages ndash 2898ndash Average Short Stopped Pages ndash 2015ndash Average Long Stopped Pages ndash 2109

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

OHIO STATEWIDE AUTOMATED CHILD WELFARE INFORMATION SYSTEM

SACWIS

Wrap Up

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010

Wrap Up

bull Questionsbull Concernsbull Next SACWIS Statewide User Group

Meeting Video Conferencendash September 17 2010